Administrative Assistant

The Alliance of Californians for Community Empowerment (ACCE) is seeking an Administrative Assistant for our San Diego office to join our Operations Team, who are responsible for keeping our organization running smoothly so that we can fulfill our mission. ACCE is a multi-issue membership based organization. Please see attached job description.

Job Description

Administrative Assistant

Organization: The mission of ACCE is to foster transformative community change across California by engaging with low-income residents of all races in ground-up organizing. Our membership is largely made up of Black and Brown community members that we support to build an equitable and anti-racist society.

Through leadership development, political education, and strategic issue campaigning, ACCE works with tens of thousands of members to organize and take action. Some of ACCE’s priority program areas include:

• Defending vital services by reforming California’s broken fiscal system
• Giving our children the opportunity to succeed through sound education reform
• Fighting for affordable and secure housing by holding Wall Street and other slum landlords accountable for their bad business practices; and
• Improving access to health care and other safety net programs

Please note that ACCE does not provide community services. Rather, we work directly in neighborhoods with local residents to advocate for the change they want to see in their communities.

The Position: The role of an ACCE Administrative Assistant is to provide administrative support to ACCE’s organizational operations and local office administrative support. Collectively, our Operations Team is responsible for keeping our organization running smoothly so that we are able to fulfill our mission in the communities that we organize. The role of the Administrative Assistant is to work with our staff and our community members to keep our systems functioning. This role may also be responsible for supporting ACCE’s statewide initiatives through data entry, phone banking and other administrative duties as assigned.

The lists of Key Duties and Responsibilities below are not all-encompassing of job responsibilities related to each position. Occasionally, you may be asked to perform additional duties as directed by your supervisor.

Key Duties and Responsibilities – Administrative Assistant I:

• Handle various human resource duties such as collecting new hire paperwork and verifying it for accuracy and completion, recording new hires into our payroll system, creating and maintaining employee files.
• Assist in the processing of payroll, including processing timesheets, assisting with coding, and training new employees in the use of our timesheets and online time tracking system.
• Prepare check requests for employee reimbursements and bills, with proper coding, on a weekly basis.
• Facilitate and process monthly office supply orders and track expenditures.
• Open, sort, distribute and deliver mail and packages. Recording any incoming checks or payments as necessary.
• Assist with the shipping and handling of ACCE mailings and/or publications to internal and/or external recipients.
• Coordinate travel, lodging and space reservation for meetings involving staff from multiple offices.
• Receive and direct incoming calls, take reliable messages and/or route to appropriate staff in an efficient and courteous manner.
• Enter dues and donations into the organizational database, including the processing of dues and donations for deposit. Update databases with contact information changes and other critical data.
• Prepare correspondence and other documents for the operations team as needed.
• Handle general clerical duties including copying, faxing, filing and mailings.
• Serve as liaison to the building maintenance for work-orders and related requests on behalf of staff and/or visitors.
• Occasional light cleaning duties.
• Other job-related duties as assigned.

Key Qualifications – Administrative Assistant I:

• Prior experience in an administrative support capacity, preferably in a nonprofit environment.
• Experience with MS Office required, including basic competency with Microsoft excel. Advanced excel skills will be given preference.
• Strong typing and data-entry skills.
• Ability to maintain composure while balancing multiple priorities in a busy, fast-paced environment.
• Excellent organization, verbal and written communication skills and attention to detail required.
• Sound organizational skills to manage and prioritize work subject to deadlines in a dynamic and changing environment, as an individual and as a member of a team.
• Sound interpersonal and communication skills, including the ability to establish and cultivate respectful relationships with people from diverse backgrounds.
• Must be Bilingual in English and Spanish.
• Must maintain a high degree of confidentiality.

Key Duties and Responsibilities – Administrative Assistant II:

• All Admin I duties as needed
• Update employee information when promotions or rehires happen. Train staff on HR policies. Be able to handle routine paperwork from EDD.
• Process and submit new/terminated employee benefits and direct deposits.
• Assist the operations director in budget/financial calculations.

Key Qualifications – Administrative Assistant II:

• All Administrative Assistant I Qualification Criteria plus:
  • At least 1 year of work as an ACCE Admin Assistant.
  • At least moderately advanced Excel skills are required.
  • Demonstrate the ability to effectively meet regular deadlines for recurring processes (such as payroll, creating check requests, supply orders, and reimbursements).
  • Demonstrated strong follow-up skills.
  • Strong understanding of ACCE’s work as a whole and a strong understanding of the work of the Operations Team.
  • Completion of the ACCE Racial and Economic Justice Training (parts 1 and 2).

Compensation: The Administrative Assistant position is hourly, entry level at $24.99/hour, but based on a set salary scale based on responsibility level and years of experience.

Key Duties and Responsibilities – Lead Administrative Assistant:

• All Admin I and II duties as needed.
• Assist in the processing of manual checks and process payroll as needed.
• Track/manage new employees and separations to ensure timely completion of benefits additions/terminations.
• Create invoices.
• Create yearly standardized forms to facilitate the collection of metrics used to evaluate our work.
• Process AHC dues – ensuring accuracy and accountability to members.
• Create monthly dues reports for offices.
• Pull information to assist in financial tracking.
• Supervise temporary admin staff in the same location, as needed.
• Other job-related duties as assigned.

Key Qualifications – Lead Administrative Assistant:

• All Administrative Assistant I Qualification Criteria plus:
  • At least 2 years of administrative work, preferably for a non-profit, with experience processing payroll, using Quick Books, managing employee benefits
  • Preferably at least 1 year of managing admin staff or other management experience
  • At least moderately advanced Excel skills are required.
  • Demonstrate the ability to effectively meet regular deadlines for recurring processes (such as payroll, creating check requests, supply orders, and reimbursements).
  • Demonstrated strong follow-up skills.
  • Strong understanding of ACCE’s work as a whole and a strong understanding of the work of the Operations Team.
  • Completion of the ACCE Racial and Economic Justice Training (parts 1 and 2).

Job Description Acknowledgement

By signing below I, _____________________________, acknowledge that I have read and received a copy of my job description for the position of _____________________________________, that I have discussed my job duties with my supervisor, and that I have had the opportunity to ask any questions related to it. Furthermore, I acknowledge that the written job description in not all-encompassing of job responsibilities related to my position and occasionally I may be asked to perform additional duties as directed by my supervisor.

_______________________________________ ___________________________________

Employee Signature Supervisor Signature

______________________________________ ___________________________________

Employee Name (Print ) Supervisor Name (Print)

______________________________________ ____________________________________

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